The posting
About the Client
Our client is a non-profit, NDIS-registered disability support provider delivering services that promote independence, celebrate diversity and enrich communities across regional Western Australia. The organisation's services span disability support (transport, in-home care, respite and wellbeing), community programs (employment pathways, community events and parenting programs) and support coordination, guided by values of reliability, consistency, trust, respect, proactiveness and inclusiveness.
Primary Purpose
This is a combined role bringing together HR administration, NDIS-aligned compliance and governance, and executive and organisation-wide administrative support. The role provides essential HR administration and compliance support across the employee lifecycle and regulatory documentation, carries a secondary payroll responsibility for a high-volume frontline payroll cycle, and also delivers high-quality executive support to the CEO/General Manager alongside Board coordination, meetings support, and broader marketing, communications and operations administration. The role requires exceptional attention to detail, strong comprehension and correct application of policies and compliance requirements, discretion with confidential information, and clear, confident communication with staff, managers and the Board.
Key Responsibilities
- Support recruitment administration: forwarding enquiries to the relevant manager, coordinating interview scheduling, and documenting the interview process.
- Coordinate onboarding and offboarding administration, including new starter paperwork, system setup and exit documentation.
- Maintain accurate, up-to-date employee records (personal details, qualifications, training, contracts) across HR and CRM systems.
- Track leave requests and balances, and support leave-related queries and reporting.
- Prepare employment-related documentation such as contracts, certificates of employment and reference checks.
- Support back-end compliance and governance across departments in alignment with NDIS auditing requirements, helping keep documents, policies, training/qualification records and consent forms current for staff and clients.
- Maintain compliance documentation and prepare files for audit readiness; review records to identify and close compliance gaps.
- Coordinate time-critical regulatory submissions and renewals (e.g. licences, exemptions, accreditations, annual rates exemptions) across all sites.
- Maintain SharePoint (or equivalent) so compliance and governance documents are current, correctly archived and easy to retrieve.
- Support the finalisation of timesheets for a high-volume payroll cycle, sourced from Easy Employer, checking rostered versus worked hours and flagging discrepancies before pay run cut-off.
- Assist with processing new starters, terminations, leave and pay variations within the payroll system each cycle.
- Identify manual or repetitive payroll and administration processes and support automation initiatives to reduce errors and turnaround time.
- Manage and coordinate the CEO/General Manager's calendar, including appointment bookings and rescheduling clashes or changes.
- Ensure public holidays, important dates and office birthdays are accurately maintained in the calendar.
- Provide general document assistance: checking, e-signing, filling and printing documents for review.
- Coordinate recurring operational orders (e.g. participant vouchers, new starter and participant pack merchandise) and track uniform stock and re-ordering across sites.
- Design and order branded stationery (business cards, cards, flyers) via Canva and Vistaprint.
- Coordinate Quarterly Board Meeting Reports: reset SharePoint folders, follow up outstanding documents from the GM/CEO, Finance and People & Culture teams, format documents, create infographics, prepare final copies, and distribute to Board Members with meeting links.
- Manage Board Member communications: keep members informed of organisational events, meeting logistics, documents and relevant compliance matters.
- Assist with the Annual General Meeting (AGM): help organise the event, create the presentation of annual updates, and support Board Member nomination/renomination processes.
- Take, format and circulate minutes and action items following key meetings, including Management and Board meetings.
- Organise and run the Monthly Managers Meeting: prepare the agenda, share screen and run the meeting, record and take notes, and prepare final minutes for review.
- Coordinate the Quarterly all-staff meeting: create and operate the presentation and record the session.
- Maintain the intranet and internal communications, including events, in-house updates and good-news stories.
- Maintain accurate staff and participant data across Lumary (Salesforce), ensuring records stay consistent with Easy Employer and other HR/compliance systems.
- Partner with People & Culture, rostering and finance teams to keep staff records, entitlements and roster configurations correct and current.
- Support testing and rollout of system upgrades or integrations across HR, compliance and payroll platforms.
- Publish a minimum of three social media posts per week and support advertising campaigns for staff and client recruitment, including basic video/graphic creation, performance analysis and ad refinement.
- Maintain and update the website (content edits and updates), and support a planned broader website overhaul where relevant platform experience (e.g. WIX) exists.
- Collate data and help create the digital Annual Report for publication on the website.
- Manage bookings for the organisation's flexible/day-service space: process required forms, manage room/space calendars, and ensure the website's booking function is maintained and promoted.
- Support project work as required, such as researching suppliers, comparing costs of services and goods, and helping establish processes for new services.
- Respond to staff HR, compliance, payroll and executive-related queries clearly, professionally and within agreed timeframes.
- Liaise with People & Culture, Finance, Compliance, the Board and site managers across all regional sites.
- Communicate key deadlines (compliance renewals, pay run cut-offs, training expiries, Board dates) and proactively follow up outstanding items.
- Identify and implement opportunities to streamline HR, compliance, payroll and administrative processes and reduce manual processing.
- Document processes and maintain up-to-date standard operating procedures (SOPs) for HR, compliance, payroll and executive administration tasks.
Key Performance Indicators (KPIs)
- HR Administration Accuracy & Timeliness: Onboarding/offboarding, leave and employee record tasks are completed accurately and on time.
- Compliance Currency: Compliance documentation, training/qualification records, consent forms and regulatory submissions (e.g. rates exemptions) are kept current, with no lapses flagged in NDIS-aligned reviews.
- Payroll Support Accuracy: Timesheets are finalised accurately and on time each cycle, with no payroll errors attributable to administrative processing.
- Board & Compliance Reporting Timeliness: Quarterly board packs are collated, formatted and distributed to Board Members with sufficient lead time ahead of each meeting.
- Calendar & Admin Accuracy: The executive calendar is kept conflict-free, with key dates accurately maintained at all times.
- Social Media Consistency: A minimum of three social media posts per week are published on schedule.
- Meeting Support Quality: Minutes and action items from Management and Board meetings are circulated within an agreed timeframe (e.g. within two business days).
- Query Resolution: HR, compliance, payroll and executive queries are acknowledged and resolved within an agreed timeframe.
- Automation & Process Improvement: Measurable reduction in manual processing time or errors through automation initiatives identified and implemented.
Qualifications and Experience
- 2+ years' experience in an HR administration, compliance administration, Executive Assistant or generalist administration role, ideally within the disability, aged care, NDIS or broader community services sector.
- Experience supporting compliance documentation or audit processes (NDIS or a similar regulated sector) is highly regarded.
- Experience supporting a CEO/General Manager and/or a Board is highly regarded.
- Experience processing or supporting high-volume payroll and timesheets is highly regarded, though this sits alongside the role's broader HR, compliance and executive focus rather than being its primary purpose.
- Experience with Lumary (Salesforce-based CRM) and/or Easy Employer is highly regarded; equivalent CRM and rostering platform experience will also be considered.
- A background in Allied Health or Nursing is highly regarded — clinical or frontline care experience brings valuable understanding of the workforce, compliance requirements and rostering context in a care environment.
- Exceptional attention to detail and accuracy across HR, compliance, payroll and executive/board documentation — this is a client must-have for the role.
- Strong ability to comprehend and correctly apply policies, procedures, and award/compliance requirements.
- Strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint).
- Working knowledge of Adobe (e-signing / PDF editing), Canva and Vistaprint (or similar design and print tools).
- Confident with social media scheduling and basic content creation (graphics/video) for recruitment and community advertising.
- Familiarity with website content management systems; WIX experience highly regarded.
- Excellent written and verbal communication skills, comfortable liaising with staff, managers and Board members.
- Strong organisational and time-management skills, able to juggle recurring HR, compliance, payroll, executive and Board deadlines across multiple sites.
- Proficient with HR, compliance, CRM and payroll/rostering systems, and quick to learn new platforms.
- Understanding of NDIS compliance, governance and auditing requirements (or a comparable regulated sector) is highly regarded.
- Working knowledge of employment law fundamentals (Fair Work Act, National Employment Standards) relevant to HR administration and payroll support.
- Awareness of privacy obligations relevant to handling staff and participant information.
- Understanding of not-for-profit Board governance processes (AGMs, board papers, member communications) is an advantage.
